Challenges of Planning and

Executing Effective, Cost- Efficient, and Dynamic Youth

Rallies

Presented by:Dara Bariola, BSNicole Boyd, JD

Melanie Corley, CHES

Mississippi’s Program

• Public/Private Partnership

• Comprehensive Programs

• Three- Year Pilot Status

• Court Order Provides Long-Term Funding

NEVERUNREAD

Y39 Educational Youth Rallies and Events 16,550 Youth Participants

Successful Strategies

• Logistical and Agenda Planning

• Budget Control and Allocations

• Risk Management

• Organize Initial Planning/ Risk Management Team

Executive Director Event Coordinator Program Director and Support StaffFiscal Manager Legal Council Public Relations StaffGovernment Relations Staff

Successful Youth Event

• Talk through the process/ Identify the purpose of event What’s the reason for the event?

Would having youth involved help the initiative?

• Determine attendance How many is too many or not enough?Successful vs. Manageable

Successful Youth Event

Budget• Know the big expenses

Printing/PostageFoodPromotional items (T-shirts)

• How do you make it stretch?Try and find a location that is willing to negotiate (room rental, clean-up, etc.)

• Leave room for the “unknown”

• Know what worksOn-site Radio remote, not best use of

dollars

Initial Agenda-

Educate Entertain Advocate• Educate- Determine basic needs

Who’s the audience?What do you want them to do?

• Entertainment- Who will kids listen to MC- Important Role

Local champion or celebrity

• Advocate- What is their purpose and whose involved?

UNDISASTERED

The Planning

Getting Started

• Outline responsibilities“The Matrix”- put everything in writing

• Meet with the Planning Committee

• Involve youth in the initial planning- KEYPut the initiative on their radarSend them home with a purpose

• Assign responsibilities/Set Deadlines

• Secure volunteersMake easy to identify

Time to Get Busy

• Find a location Get signed contract after negotiations

Keep transportation in mind

• Theme- remember target audience Balloons work for younger students Older students want what is cool

• Print Material/Invitations Standard Rule of Three

1st Information Mail- 6 weeks before2nd Notice Fax- 3 weeks beforeFinal Notice Call/Confirm- 2 weeks before

• Promotional Item

The Rally

UNCHAOTIC

• ArrivalMake sure to have communication devices Backup plan in case of weatherInform local enforcementGood use of Volunteers

• RegistrationKnow more will come than listed

• Seating ArrangementsLet them know in registration information

The Rally

• Never have silence or dead time

• MC primary jobs keep them interestedkeep flow of event

• Break agenda into small sectionsDon’t entertain only the front row

The Rally

When Things are not Going as Planned

• Always have a back-up plan

• Breathe and remain calm

• Educate staff

UNLEASHED• Lunch

You only need about 30-45 minutesSimple Prep and Easy Clean-upGood use of Volunteers

• Transition to CapitolGet local law enforcement involvedThe more organized- the better

Press/Media

• Make your initiative knownUse visuals- picket signs, banners, cigarette butts

• MC to pull crowd in/Energizes

• Have kids run the show

• Entertainment will bring the press Inform media several days in advance/follow-

up

• Involve Legislators to participant

Touring the Capitol

• Best Bet- Don’t place this on agendaTeacher/Sponsor can do so- at their own will May hurt initiative

• Select Advocacy Team to make visitTrain before event

Departure-

• Again, inform and involve local law enforcement

Lunch time traffic

• If parking is offsite- have communication devices at locations

The more organized, the better.

Why Risk Management?

The only thing that is certain

in life is… whatever can

go wrong, will!

What is Risk Management?

Risk Assessment 1. Identify Uncertainties2.Analyze Risks 3.Prioritize Risks

Risk Control1.Mitigate Risks2.Plan for Emergencies3.Measure and Control

General Operations- Red Flags• Risk management plan written and shared

with staff and volunteers for identified risks

• Accident/Medical Insurance taken out on all participants

• Insurance Purchased and certificate of insurance secured

General Operations- Red Flags

• First Aid Kit, Cellular Phones, and List of Emergency and Risk Management Team Numbers Available During Event

• Copy of Cooperating organizations liability insurance

• Emergency action plan is written

• Security and law enforcement

Personal- Red Flags

• Guidelines and Written job descriptions shared with adults and youth in leadership roles

• Screening process for volunteers

• Orientation provided for staff, volunteers, and youth

• Adequate number of volunteers secured to chaperon this event. 1:10 (or lower) ratio of adults to high school youth

Participants- Red Flags

• Liability Releases from all participants

• Code of Conduct and Behavior Guidelines shared

• Parental Permission/Informed Consent forms

• Medical release or health forms completed by youth participants and signed by parents

• Media release forms are completed by all youth and signed by parents

General Public- Red Flags

• Security

• Adjacent buildings and personnel are notified before the event

Property/Buildings/Equipment: Red

Flags• Site Review completed

• Equipment and tools for the event secured, checked for safety measures, and instructions provided

• Adequate insurance to cover damage to major equipment

Perpetuation: Red Flags

• Protect the image and perpetuation of your organization

UNBELIEVEABLE